Electronic Document and Records Management Solution

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Electronic Records and Document Management System

Our integrated Electronic Records and Document Management System entails the creation of central document management repository for organizations using the following techniques:

digitization of paper records for online access and retrieval,
storage, access, and retrieval of enterprise documents that are already in electronic format. These documents can be retrieved in their native format or converted tiff images or both, based on customer requirement.
electronic retention schedule for the management of records so that the Records Manager knows when records may be reviewed as in the case of vital records or when records may be accessioned or destroyed and how these may be done.

Our ERDMS platform delivers high-volume information capture, retrieval and distribution across the enterprise. Our solution reduces or eliminates misfiling, time spent searching for documents and costly paper reproduction and distribution methods that impede information access within and among departments.

Our ERDMS is a flexible document management platform that adapts to meet diverse multi-departmental needs and allows users to maintain established, preferred procedures.

Capabilities Checklist:

Capture

Scan paper documents with a wide variety of scanners
Use hybrid and specialized capture devices such as copier-scanners (MFP) and microfilm scanners with Universal Capture
Auto-name documents while scanning according to user, date or other values
Scan additional pages into existing documents
Image adjustments to remove noise, remove lines, crop, rotate and perform other image cleanup
Automatic removal of blank pages
Archive electronic documents including images, text, spreadsheets, PDF, movies, AutoCAD and sound files in native file formats
Send documents to Laserfiche from Windows® Explorer
Archive documents to Laserfiche from Microsoft® Office applications such as Outlook® and Word®
Automatic extraction of e-mail metadata
Mandatory metadata acquisition Import electronic documents and directories with drag-and- drop ease
Export and import documents, folders and their metadata via briefcases
Convert electronic documents to archival images without printing and scanning
Form alignment and dropout for precise zone OCR
Form alignment and dropout for precise zone OCR
Extract index and identification data from images
Data extraction by zone OCR, bar code recognition or OMR
Look up external database metadata keyed by extracted data or data entered manually
Use extracted data for document

Workflow

Easily model work processes with intuitive graphical interface
Automate document movement with rules-based routing
Maintain productivity with automated notifications
Improve accountability with audit trail tracking
Accommodate- ad hoc participation in workflow environment

Search & Retrieval

Index field searches allow precision document retrieval
Full-text searches cover the entire database
Fuzzy searches find documents with misspelled words or OCR errors
Search by security tag, volume, creation or modification date, note text and more
Save search criteria for repeated execution
Proximity searches locate search terms in context
Perform name searches by document or folder
Combine search criteria to narrow results
Limit search results to documents within a specific folder
Search words are highlighted to show their precise location within document
Search results can be saved in folders for quick referencing and easy access
Lines of context display how the word or phrase is used without retrieving the entire document
Force printouts to include watermarks for tracking their origins
Require users to indicate reason for document export

Web-Based Electronic Records and Document Management Solution (Web-ERDMS Portal)

Web Based Electronic Records and Document Management can be deployed to deliver on-demand enterprise document access through standard web browsers. Josanti InfoImaging presents a secure gateway between an organization's digital archives and an intranet or the internet with the use of LaserFiche WebLink. WebLink dynamically posts HTML versions of designated documents, while administrators retain complete control over what documents are accessible. Comprehensive security measures guarantee the integrity of the digital archives while making designated documents accessible to authorized staff, remote offices and the public when appropriate.

In our local setting for example, a bank's data repository in Accra can be accessed by any networked branch in any part of Ghana to validate or search for an application by a bank customer in a matter of clicks with the WebLink. Other details of the customer like the signature and the thumbprint can then also be verified in a matter of seconds.